We will show you how to create contacts in Outlook, sort, edit business cards, and much more.
Tip 1: Contact area of Microsoft Outlook
By default, Outlook starts with the e-mail area. To access the contacts, click the "Contacts" entry in the navigation area. The contact folder is opened and displays existing contacts. The contact details are displayed as "business cards". You can change this view at any time. If your existing contacts are not displayed as a business card, click the "Business cards" entry in the "Current view" area.
Tip 2: Create a new contact under Outlook
To create a new contact, click the "New Contact" icon. The dialog box for inserting new contacts is displayed. Here you can enter all relevant data for your new contact. In the first step, it is particularly important to assign the name for your new contact. Note the order of first and last names, so that the contacts are arranged later in the contact list by their last name. If you also know about the company and the position of the new contact person, enter it in the appropriate fields. Look for the "Save As" field. Based on your entries, this field is filled automatically. You can change the save name if necessary.
Tip 3: Delete contact from an existing e-mail
To use the new contact as an e-mail, enter the e-mail address. The display of the name for the e-mail is then set in the "Display as" field. You can also change this entry if necessary. To use your contacts as a telephone list, enter the telephone numbers. These fields are used multiple times. If you click on the buttons next to the input fields, you will find more options besides "Private" and "Business".
Tip 4: Create a new contact from an existing company
This also works for the e-mail addresses. You can also store several addresses here. Even the website of your contact person and the postal address can be deposited. Thus, there remain no wishes for the storage of relevant information. If you still want to save further notifications for your contact, the "Notes" text area is available. This is where you enter information for which there are no fields. When all contact information has been entered, click the "Save and close" icon. If necessary, you can open the contact at any time by double-clicking on it and then edit it further.
If you have already contacted someone via e-mail, you do not have to re-enter this contact completely. Already known information such as the e-mail address can be transferred directly into the new contact. Go to the e-mail area. Select the e-mail from which you want to create a contact. In the "read area", touch the desired address. Another window will be displayed. Click the icon to the far right (More options). Select the "Add to Outlook contacts" command. The contact window opens with all the information known from the e-mail. If necessary, fill in the missing information, and then click the "Save and close" button.
Anyone who communicates with a company knows that the contacts to a company are multiplying quickly. Therefore, you can use a simplified form to create a new contact for already existing contact data of a company. Open an existing contact. In the Actions group, click the small arrow under the Save and New Contact icon.
Then select the "Contact in this company" command from the submenu. All company data are transferred to the new contact (company, store under, business telephone numbers, fax and other business details). Complete the information. The new company contact is created with the symbol "Save and close".
Distribution lists can be used to provide multiple contacts with only one e-mail address. Then they do not have to address each contact individually. You simply select the name of the contact group as the recipient and Outlook takes the distribution to all members from the list.
In the Contacts group, click the New Contact Group icon in the New group. The dialog window of the same name is opened. Assign a name for this contact group. This name should be as meaningful as possible and self-explanatory, for example "My distribution list". To fill your contact list, click the "Add Members" button.
The dialog window of the same name is displayed, and you see all the contacts created so far. Select the name (s) you want to include as a member in the distribution list, and then click the Members button. The selected contacts are stored in the contact group. In this way, you can add more members to this contact group.
You can also use the "New e-mail contact" command to enter e-mail addresses that are not already in your contacts or in the address book. Use "Save and close" to create the contact group. You can now find your contact group in your contact area.
The symbol with the two heads serves as the identification symbol of the contact group. You will immediately recognize that this contact is not a normal single contact, but a complete contact group. A frequently occurring problem with contact groups is that you only want to send an e-mail to a part of the members of a distribution list. However, the contact group must remain as a whole, as most mails are still to be sent to all members of the contact group.
Tip 5: Create contact group for a serial e-mail
There is also a solution for this problem. Create a new e-mail message as usual. Click the "To" or "Bcc" field and select the desired contact group. Click the "OK" button. Now click on the plus sign (+) next to the name of the contact group. This will display all persons from the contact group individually. Delete the names to which you do not want to send this message. And the problem is solved. The actual contact group remains untouched.
By default your contacts are displayed as "business cards". But other views are also useful. In the "Current View" section, click one of the provided views.
More Office Tips
If you do not have enough views, you can use the Manage Views command to make more settings.
Frequently, business cards should be sent with an e-mail. Outlook offers the possibility to attach your own business card to your e-mail. Then your business partner immediately has all relevant contact data available. To send your business card via e-mail, you must first create your own business card. So you need to contact yourself.
After you have maintained all relevant information in your own contact and then saved it, click on the "File" tab in the menu bar. Then select "Options". In the window that appears, select the "E-mail" category. Click the "Signatures" button. Then click the "New" button. In the Enter Name for Signature window, enter a name for your signature.
Tip 6: Various Contact Presentations
Tip 7: Create your own business card with private contact details
Tip 8: Create an e-mail from a contact
Tip 9: Forward contacts to friends or work colleagues
Tip 10: Edit and customize business cards
Then, click the Business Card icon. The dialog box for the contact selection is displayed. In this window, select your contact. Then click the "OK" button. If you want your business card to be automatically placed under each new e-mail, select the name of your signature from the "New message" drop-down menu. As soon as you click on the "OK" button, your business card is saved for the e-mail area.
To create an e-mail directly from a contact, select the appropriate contact. Then, in the Communicate group, click the E-mail message icon. The e-mail message window is already opened, the address is entered, and you only need to add any missing information.
Outlook is not Facebook, but sometimes you want to share existing contacts with others. To do so, click the "Forward Contact" icon in the "Freed" group menu bar. You can forward your contacts as business cards. Then these contacts are embedded as a business card in the e-mail. If you select the "As Outlook contact" command, your contacts will be sent as an attachment to your e-mail.
Frequently, there is a desire to send multiple contacts from your contact list in an e-mail. That is also no problem. Select the desired contacts. By pressing the "Ctrl" -key and mouse-click, you do not select directly related contacts. To highlight a contiguous contact area, first click on the first contact you want to select, hold down the "Shift" key, and then click on the last contact you want to transfer.
To highlight all contacts in the contact folder, press the key combination "Ctrl + A". Now all contacts are selected.
You can also personalize your business cards. Open the desired contact. Then, in the Options group, click the Business Card icon. The "Card Design" opens. This window offers you some layout options. Use the "Image" button to add an image to your business card. Then choose "Layout" where you want the picture to appear on the business card.
In addition, select the color for your business card by clicking the "Background" button. You can also specify the size of the image area. In the "Fields" area, click a field that you want to format. In the "Edit" area, you can define the desired formatting for the selected field. You can also add or remove fields to your business card.
With the contact maintenance in Outlook, you have extensive possibilities. The contacts are primarily intended for e-mail traffic. But if you need additional fields, you can start with the contacts even more. Maintain your contacts, it's worth it.
Conclusion
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